Preparation of meetings

• Preparation of agenda items and assignment of tasks & topics
• Editing the agenda items
• Adoption of draft comments from previous meetings
• Meeting progress and scheduling
• Informing the participants

Preparation of agenda items and assignment of tasks & topics

Once the meeting has been created, the agenda items for the meeting can be prepared to enable targeted execution. Existing tasks and topics from the project or previous meetings can be specifically assigned, allowing you to work directly in context during the meeting. To do this, the desired meeting can be opened and the agenda items edited. The agenda can be defined for each meeting type in the Project settings.

Tasks & topics can now be transferred from the project and assigned to agenda items. How the visibility & authorizations of meetings and meeting content affect the transfer of tasks & topics is described in the following article: Visibilities & authorizations of meetings & protocols.

You can filter and search for the desired tasks and topics.

1. From previous meeting: list of tasks & topics from the last meeting of the same meeting type
2. From other meetings: List of tasks & topics from other meetings of other meeting types
3. Sort by Type (tasks, information, decisions, topics, journal entries)
4. Search
5. Filter

The tasks & topics can now be transferred to the meeting. The transfer is completed with "Done" or by closing the window.

When transferring tasks & topics, you can use the filter from other meetings to filter directly by meeting type or search for a specific meeting.

Meeting preparation, agenda planning, context linking, topic assignment, meeting preparation

Editing the agenda items

The previously transferred tasks and topics are now displayed in the agenda and can be assigned to the respective agenda items. To do this, the tasks and topics are moved to the desired position using drag & drop. It is also possible to create new Create tasks & topics directly in the agenda.

Tasks & topics can be removed directly from the agenda or in the Coordination of Tasks & topics.

Comments on the preparation and draft comments on the meeting can now be entered. You can find more information on the preparation, use and behavior of comments in the following article: Overview of meetings.

Agenda management, task linking, task processing

Adoption of draft comments from previous meetings

If topics from a previous meeting were no longer discussed and are added to the agenda for a subsequent meeting, your own draft comments from the previous meeting can be edited in the context of the new meeting and transferred to it. Attachments, images and linked tasks & topics are retained, eliminating the need to manually recreate them.

Transfer draft comments, transfer comments from previous meeting, session takeover, continue editing draft, canceled meeting, transfer agenda items, transfer comments, transfer draft minutes, own drafts, meeting preparation comments

Meeting progress and scheduling

The meeting progress can be used to mark the tasks & topics already discussed during the execution of a meeting. This provides visibility of the current progress, including the number of agenda items that are still open. If the meeting progress with scheduling is activated, a planned meeting duration can also be assigned to each agenda item. Further information can be found in the following article: Execution of a meeting.

1. Activation of the meeting progress or the meeting progress with scheduling. If scheduling is activated, the planned total duration of the meeting is displayed.
2. Assignment of a meeting duration per task & topic.

Session duration, time tracking, progress bar, time management

Informing the participants

As soon as all tasks and topics have been assigned and tasks have been distributed via comments, the preliminary minutes can be sent out. This serves to prepare the participants for the upcoming meeting. To do this, the participants can be informed using the role, which automatically generates a preliminary protocol.

The preliminary report is opened in the preview before sending, where additional options such as the recipients can be set and enclosures for External contacts can be generated. It is also possible to generate a new protocol or edit it directly in Word. When editing in Word, the preview can be updated to display the changes. The protocol can then be sent. You can find more info on attachments in the following article: Reworking the protocol.

If changes are made to the agenda after the preliminary minutes have been generated, they can be created again and the participants can be informed again.

Pre-protocol dispatch, participant communication, meeting invitation, information distribution

Updated on: 05/06/2026